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IMCM-FM 03 March 2017

SUBJECT: College of Installation Management, Major General Robert M. Joyce School for Family and Morale, Welfare and Recreation, Residential Course Travel Instructions.

1. Congratulations on your selection to attend a signature course at the College of Installation Management (CIM), Major General (MG) Robert M. Joyce School for Family and Morale, Welfare and Recreation (SFMWR), hosted on Joint Base San Antonio, Fort Sam Houston, Texas.

To ensure your participation in this course, you must read and follow the guidance below.  Coordination with your garrison and the course instructors is imperative to having a successful travel experience.   

2. TRAVEL ORDERS.

a. Student travel orders will be prepared at your (local) garrison in accordance with the most recent Headquarters (HQ) Installation Management Command (IMCOM) G9, Financial Management (FM) guidance.

b. Please provide a copy of your signed orders and flight itinerary to the course instructors, a minimum of two weeks prior to course start date. This will allow for verification that orders are prepared and flights are reserved.

3. MAKE YOUR AIRLINE RESERVATION.

a. MAKING FLIGHT RESERVATIONS ARE THE STUDENTS RESPONSIBILITY.

b. Reserving Your Flight.

(1) You should book your flight for arrival in San Antonio, Texas as follows:

- CONUS students are authorized to arrive on Sunday, and depart Friday (departure after 1400).

- OCONUS students are permitted to arrive on Saturday, and depart Friday (departure after 1400). Saturday departures are not authorized unless there are no available flights departing after 1400 hours on Friday.

IMCM-FM

SUBJECT: College of Installation Management, Major General Robert M. Joyce School for Family and Morale, Welfare and Recreation, Residential Course Travel Instructions.

4. TRAVEL REIMBURSEMENT DETAILS.

a. All costs associated with this course, as authorized, are centrally funded. Travel orders for both APF and NAF students are prepared and initially funded by the garrison, then reimbursed by HQ-IMCOM G9.

b. Garrisons will be reimbursed for the following authorized expenses:

(1) Travel – Lowest constructive costs

(2) Per Diem – Daily meal per diem (Lodging is centrally funded/contracted.)

(3) Baggage Fees - Up to $25.00 each way

(4) Approved Incidental Expenses - Authorized expenses include: Taxi to/from home/airport/home –or- Shuttle service to/from home/airport/home, POV mileage to/from home/airport/home, POV parking, POV tolls to/from home/airport/home.

c. Please Note: Certain restrictions apply to the payment of these expenses and reimbursement vouchers are closely monitored by the CIM-SFMWR and HQ-IMCOM G9-FM.

d. Please be sure to save and submit all your receipts in order to receive reimbursement.

e. Rental cars are NOT authorized. If a student chooses to rent a car, the cost will be at the garrison’s or student’s expense. HQ-IMCOM will not reimburse for rental car or in and around taxi expenses.

f. Students are responsible for ALL costs associated with leave.

g. Telephone calls and internet fees are NOT reimbursable. If accrued, this cost will be at the garrison’s or student’s expense.

h. If the airline charges a fee for carry-on or checked baggage, HQ-IMCOM will reimburse for one bag only. Curbside check-in and overweight luggage charges are NOT reimbursable and if accrued, will be at the garrison’s or student’s expense.

5. TRAVEL VOUCHERS.

IMCM-FM

SUBJECT: College of Installation Management, Major General Robert M. Joyce School for Family and Morale, Welfare and Recreation, Residential Course Travel Instructions.

a. Students will process travel vouchers through their garrison and the garrison will be reimbursed following completion of travel and submission of an invoice (with an accompanied settlement voucher from DFAS) to the CIM-SFMWR. JFTR Vol.2 policies regarding TDY travel authorization will be followed.

6. LODGING.

a. You will be staying at a Centrally Funded hotel – TBD. All arrangements will be made by CIM. Hotel information to follow.

b. You DO NOT need to contact the hotel to reserve a room.  Your room will be centrally booked for you and payment for your room will be paid directly by CIM.

c. If you have special requirements (handicapped room, etc) please call your course manager for assistance – DO NOT contact the hotel.

d. Make sure to bring a copy of your travel orders and your government CAC with you. You may need the orders and/or your CAC to check-in with the hotel. (You will also need your CAC to get on post and for computer access in the classroom.)

e. The hotel will require a credit card upon check-in for incidentals such as meals, business center charges, or things you buy from the market and charge to your room. If you do not have a Government Travel Card, you will be required to provide the hotel with a personal credit card.

7. GROUND TRANSPORTATION.

a. To/From Home – To/From Airport: Please use the most economical means of travel from your home to your local airport and return to home.

(1) The last choice should be a single occupant commercial vehicle (taxi).

(2) Look for airport shuttles, trains, busses, local metro, your garrison FMWR Airport Shuttle, etc.

(3) If you decide to park your POV at your local airport do not use daily parking, which is usually closest to the terminal. Many airports have long-term parking facilities near the airport (not at the airport) which are more economical on a daily basis than the long-term parking garages which are normally located closer to the terminal. If your airport offers such reduced price parking please utilize this option.

IMCM-FM

SUBJECT: College of Installation Management, Major General Robert M. Joyce School for Family and Morale, Welfare and Recreation, Residential Course Travel Instructions.

(4) Receipts are required for reimbursement.

b. To/From San Antonio Airport To/From Hotel:

(1) The required method of transportation to and from the airport or the hotel is the hotel shuttle, which is available upon request. Call the hotel front desk for service.

(2) You may call the hotel in advance –or- when you arrive at the airport and give the hotel your airline and time of arrival they will send the shuttle to pick you up.

c. Again, rental cars are NOT authorized reimbursable expense. If a student chooses to rent a car, the cost will be at the garrison’s or student’s expense.

8. MEALS

a. Meals are NOT provided by the CIM-SFMWR. All meals are the student’s responsibility.

b. The meals/incidental rate per diem is $64.00 per day in San Antonio (75% or $48.00 of that amount on first/last travel days).

c. There are a number of meal locations available around the CIM-SFMWR and your hotel. A list of available options will be provided upon arrival.

9. TAKING ANNUAL LEAVE IN CONJUNCTION WITH TDY POLICY/PROCEDURE.

a. All charges related to leave in conjunction with TDY are the responsibility of the student and/or their garrison.

b. Additional airline cost related to leave are the responsibility of the student and/or their garrison. Cost of contracted flights are closely monitored.

c. Lodging and per diem are NOT authorized while you are in a leave status.

(1) For example: If a student traveling from OCONUS would normally have been allowed lodging on the Saturday before the class BUT the student is already in the country on personal leave, the student will now be responsible for lodging expenses on Saturday and will only be reimbursed on Sunday.

IMCM-FM

SUBJECT: College of Installation Management, Major General Robert M. Joyce School for Family and Morale, Welfare and Recreation, Residential Course Travel Instructions.

(2) If you are a CONUS based student and wish to take leave prior to or after the course, the CIM-SFMWR will NOT fund your hotel room or per diem before Sunday, or after Friday.

(3) NOTE: Lodging expenses will not be paid for Friday night for CONUS –or- OCONUS students unless the student cannot get a flight out after 1400 hours Friday– Validation of unavailable flights will be required.

10. TRAVEL REIMBURSEMENT DETAILS.

a. HQ-IMCOM, G9, FM will reimburse local garrisons all Department of the Army (DA) personnel selected to attend courses. Garrisons will be reimbursed for the following centrally funded authorized expenses:

(1) Travel – Lowest constructive costs

(2) Daily meal Per Diem

(3) Baggage fees up to $25.00 each way

(4) Authorized taxi/shuttle/airport POV parking/tolls

b. Please Note: Certain restrictions apply to the payment of these expenses and reimbursement vouchers are closely monitored by the College of Installation Management and HQ-IMCOM, G9, Financial Management.

c. Please be sure to save ALL your receipts in order to receive reimbursement.

d. Rental cars are NOT authorized. If a student chooses to rent a car, the cost will be at the garrison’s or student’s expense.

e. Students are responsible for ALL costs associated with leave.

f. Telephone calls and internet fees are NOT reimbursable and are the responsibility of the garrison or the student.

g. If the airline charges a fee for carry-on or checked baggage, HQ-IMCOM will reimburse for one bag only. Curbside check-in and overweight luggage charges are NOT reimbursable.

h. DFAS will send a Travel Voucher Summary after they have settled a student’s voucher.

IMCM-FM

SUBJECT: College of Installation Management, Major General Robert M. Joyce School for Family and Morale, Welfare and Recreation, Residential Course Travel Instructions.

(1) Students MUST submit a copy of the voucher summary to the Course Manager, in order for your garrison to receive timely reimbursement

11. QUESTIONS.

a. If you have any questions please do not hesitate to contact your course instructors.

Patrice Turner-Lapp, Patrice.s.turner-lapp.naf@mail.mil 210-466-1013

Lisa Addison, lisa.a.addison2.naf@mail.mil 210-466-1014

College of Installation Management Travel Coordinator

Willie White, willie.e.white1.civ@mail.mil (210) 466-0365

PATRICE TURNER-LAPP

Training Instructor

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